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Contract Management System with MS SharePoint

Our customer, a transport services provider, required a central repository giving greater control and visibility of contracts, a consistent method of tracking contractual commitments and electronic access to the contract details.

BEP designed and implemented a centralised contract management system based around Microsoft Office SharePoint Server (MOSS) 2007 working with BEP Active Policy Manager.

The Active Policy Manager/SharePoint solution manages retention periods and document lifecycles and provides a central repository for all the organisation’s agreements.

Contracts with special clauses are event triggered using workflow and have metadata recorded so they can be located through searches or alerts generated when the event occurs. Alerts are configured and presented to the user for when contracts are up for renewal, including control procedures to ensure timely sign-off and approval of all new contracts and contract renewals. Active Policy Manager ensures that e-mail and other contract related correspondence is stored correctly onto the central repository in the correct location.

MS SharePoint functionality allows users to store and track different variations of each contract as well as any associated notes and documents and ensures that the most up to date information on contract changes is available to the legal team. The in-built search function reduces the time taken to track down information and answer simple contract related questions.

System Highlights

  • Supports multiple contract types
  • Role-based security
  • Document level access control and security
  • Central e-repository for contracts and supporting documents
  • Batch document upload
  • OCR
  • Support for real-time collaboration
  • Version control
  • Metadata management
  • Integration for Records Management & Archiving
  • Contract Obligations and Critical Dates Management
  • Workflow and task management
  • Automated event alerting
  • Reporting

For further information please contact:

Joseph Bond 
BEP Systems Ltd
Tel: 01295 722851
joseph.bond@bepsystems.co.uk